Membership management

While Arlo is not a full membership management system, you can manage a small membership database alongside your day-to-day business of events using Arlo's CRM, Elearning modules, certification, and discount features.

Option one describes how to set up an elearning modules to take registration and payment for your memberships, and a certification to automate the expiry and renewal workflow.

This option is for organisations who offer a fixed period membership, and the membership date is variable based on when they joined.

This option gives the added benefit of an automatic expiry and renewal workflow.

Example: Someone signs up for a one-year membership on 30th June 2018 and they stay a member until the same date next year when the membership will expire. They will automatically receive renewal and expiry notifications and instructions to renew.

Note: Arlo's certifications feature is only available to Enterprise customers. To upgrade, please contact Arlo Sales.

Step one: Set up two elearning modules to collect registration and payment for the current year and next year's memberships

Open the Elearning menu.

Select New Elearning.

Create a New Elearning and press Next.

General

Enter a Name and Price for the membership.

You will have one elearning module for (e.g.) 2018, and another for (e.g.) 2019, in order to set up the expiry and renewal workflow within the certification.

Edit the Terminology for the activity to 'Membership/Memberships' or similar.

Website

Enter the website details. The Advertised duration and Description fields are mandatory.

If you only want people to be able to get to this activity via a link (e.g. linked from another website page, from Website visibility, choose Anyone with the link, and from Website elearning content, deselect Display elearning on website.

Content

In the Activity URL, enter http://testurl.arlo.coHint: This field is required to proceed. It will not be shown to the customer, provided you remove it in the Communication step.

Registrations

If you are taking payment for the membership, set the Registration method to Order process. If the membership is free, choose Quick registration process.

Edit the registrant activity instructions to make it appropriate for the membership.

Press Create or Create and approve.

Create your second elearning module for the next year, ensuring to set the Website visibility to Anyone with the link.Note: You will link to this elearning module page in the certification renewal instructions further on in this process.

Step two: Set up the Certification Template for Memberships

Follow the instructions below to set up the certification for the membership to be stored and to create an automated approval, expiry, and renewal workflow.

Hint:Create and save custom reports to easily access the reports you need. You can create one or many custom reports from the main report. For example, you might want a report of all expired certifications and a report of all certifications awaiting approval with the comments.

Create a membership discount for members when registering for your events

So that the membership certifications automatically move to awaiting approval, you will need to manually mark the elearning module registrations as completed. We recommend you do this as you receive the order notification email, or at the time of registering someone in the management platform.

This option is for organisations who have an annual subscription (e.g. January to December) and members may receive a pro-rata rate depending on when they join.

Disadvantages

No automatic approval/renewal process.

Need to set up discounts for each period that the price of the membership changes.

Step one: Set up an elearning module to collect registration and payment for memberships

Select New Elearning.

Create a New Elearning and press Next.

General

Enter a Name and Price for the membership.

You will have one elearning activity for (e.g.) 2018, and another for (e.g.) 2019, in order to set up the expiry and renewal workflow within the certification.

Edit the Terminology for the activity to 'Membership/Memberships' or similar.

Website

Enter the website details. The Advertised duration and Description fields are mandatory.

If you only want people to be able to get to this activity via a link (e.g. linked from another website page, from Website visibility, choose Anyone with the link, and from Website elearning content, deselect Display elearning on website.

Content

In the Activity URL, enter http://testurl.arlo.coHint: This field is required to proceed. It will not be shown to the customer, provided you remove it in the Communication step.

Registrations

If you are taking payment for the membership, set the Registration method to Order process. If the membership is free, choose Quick registration process.

Edit the registrant activity instructions to make it appropriate for the membership.

Press Create or Create and approve.

Create your second elearning activity for the next year, ensuring to set the Website visibility to Anyone with the link. Note: You will link to this elearning module page in the certification renewal instructions further on in this process.

Step two: Set up a pro-rata discount for the membership rate for members who join part way through the year.

Set up a discount that will be available for each month or quarter (periods in which the membership fee will reduce).

For example, if someone registers in January, they will pay the whole standard price of $500. If they register in April they receive 25% off so they'll pay $375. If they register in July, they'll get 50% off, paying $250, and so on...

Set up one discount for each pricing point in the year as follows:Note: There's no need to set up a discount for the first month or quarter as they will pay the standard price set up in the event template.

Option 2 Use a membership tickbox (custom field) on the registration form when people register for a membership.

This will save the value against the contact's record. You can then offer discounts based on a contacts attribute (being that their member checkbox says that are a member).

Note: You should have a separate custom field and a separate discount set up for each year's membership so that you don't have to remove the option from expired members or risk people receiving membership discounts that they are not entitled to.